Manual invoices & payments
Create an ad-hoc invoice or process a manual payment on a profile.
Video tutorial: Profile finance
Check Invoices in the Admin Area for a Member Profile
Go to a member profile, then click the finance tab. Click Invoice to voice the list of invoices of the specific member profile.
You can filter invoices to display only specific records, such as Unpaid invoices. You can also use the search function to quickly locate a specific invoice on a profile.
By clicking the pencil icon, you can add a payment date to an invoice or edit an existing payment date as needed.
To view/download invoice you can click the download (green) icon.
To cancel invoice, click the (x) cross icon.
To add card details, click the dollar sign icon. This will display the card payment section below the invoice list, where you can enter the required card details and process the payment on the member's behalf.
To View Online payments on the Member Profile
In a member's profile, navigate to Finances > Online Payments. This will display a list of all online payment transactions associated with a member, along with the relevant payment details and transaction information.
Edit an Invoice
To edit an invoice, click the pencil icon next to the Cancel button. Once selected, the invoice details will be displayed below the invoice list, where you can edit the relevant information. After making your changes, click Save to update the invoice.
New Payment/Invoice
There may be occasions where you need to invoice an individual profile. This may be for:
Price difference when upgrading a member
Extra expense from an event which was not seen at time of registration
Any fee that needs to be allocated against a profile
Search for the profile you wish to create an invoice or process a payment for.
Once on the profile, click the Finance button and select New Payment/Invoice.
Invoices and payments can be created and processed together or separately.
Select the appropriate options on the screen and enter a description of the invoice and/or payment. This description will be displayed on the invoices and payments exports.
Processing a payment
If the payment is to be processed immediately, set Process Payment to Yes and enter the credit card details.
If a credit card surcharge has been set up you will see a warning about this on the screen.
IMPORTANT: If processing a payment only, you MUST enter the total payment amount including GST.
GST will not be calculated on the amount entered.
Creating an invoice
If the invoice payment is to be processed, use the date picker and select the date to be added to the Paid Date field.
Select whether or not GST should be added to the invoice.
Enter the details of what is being invoiced into Item 1, and the price into the Amount field. Click the Add Item button to add it to the invoice.
IMPORTANT: Prices in the Amount field must be entered as ex-GST price.
When entering the amount for the invoice line item, enter the number without a comma ie. 1300 NOT 1,300
If there are other items to be invoiced, repeat the steps above.
Once all invoice items are added, click the Submit button.
View and download an invoice
IMPORTANT: Invoices are not automatically sent when invoice is created. To send an invoice, it can be downloaded and attached to an email or insert a hyperlink with the invoice's URL.
To download the invoice, click the Finance button and select invoices.
Find the invoice in the list and click the green Open/Download button and it will display in a new tab or window.
Download the invoice from your browser and attach it to an email or copy the URL and insert it into the email as a hyperlink.